Under the general direction of the Mayor, this appointed position plans, directs and coordinates all activities of the City Clerk’s Office. Performs a variety of administrative and technical duties involving planning and administration of municipal records management, liquor licensing, marijuana licensing, municipal elections, CORA requests and serves as overall Clerk of the City Council.
This job description is an overview and is intended to describe the general nature and level of work being performed. It's not intended to be an exhaustive list of all the functions and tasks required of the position.
ESSENTIAL FUNCTIONS:
- Attends all regular and special City Council meetings and work sessions
- Records and transcribes minutes of City Council meetings
- Administers oaths and affixes the City seal to official documents
- Develops and implements goals, objectives, policies and priorities for the department in accordance with the City mission
- Directs, supervises, and coordinates office operations and workload for the City Clerk’s Office
- Prepares and administers departmental budget and monitors expenditures appropriately
- Performs management oversight and adherence to procedural mandates for the Clerk’s Office functions and responsibilities as defined in pertinent rules, regulations, laws the City Charter or other recognized authorities
- Supervises the administration of both marijuana and liquor license programs and processes, working collaboratively with the State Liquor Enforcement Division, Police Department personnel, City Attorney’s office, applicants, licensees, and Council appointed liquor-licensing authority
- Supervises the administration and coordination of CORA requests to ensure responses are provided in a timely fashion
- Maintains all official City records including minutes of Council meetings, ordinances, resolutions, official and legal documents, has responsibility for the safe keeping of all official City records and documents and the necessary recording of such documents with the County Clerk
- Maintains and coordinates the codification efforts for the Municipal Code book
- Coordinates and monitors the preparation and publication of all city ordinances in accordance with the required public notification requirements in the City Charter and State Statutes
- Performs oversight and coordination of assigned special projects
- Responds to complaints as initial point of contact for internal and external customers, provides information about Council meeting agendas, election and initiated petition processes, and researches and retrieves public records
- Writes ordinances, resolutions, public notices, letters and memorandums
- Supervises technical, professional, and clerical staff, manages performance and provides training and development on internal procedures and administrative processes,
- Coordinates and monitors preparation of City Council agenda documents and other related material, including drafting preliminary and final agendas and providing follow-up legal notifications and publications
- Performs complex and varied administrative duties relating to special and regular municipal elections
PHYSICAL REQUIREMENTS:
The physical standards an employee must meet in order to perform the essential job duties with or without a reasonable accommodation include, but are not limited to:
- Work is mostly sedentary and performed in a seated position, but requires frequent moving about, standing, bending, kneeling, reaching, or stooping
- Ability to lift, carry, push, and/or pull objects weighing up to 45 lbs.
- Frequent hand/foot/eye coordination for operation of computer equipment
- Far and near visual acuity to read, record data, monitor/observe traffic signals, and to safely operate a motor vehicle
- Ability to hear verbal instructions and communication from customers and fellow employees by telephone or in person
- Manual dexterity is essential in order to enter data into a computer, use constant light grasp, fine manipulation and handling a variety of items including office and computer equipment
This position requires knowledge of:
- City Clerk’s Office functions, procedures, and applicable laws and regulations
- Legislative processes
- Colorado election laws and procedures
- Liquor licensing laws and processes
- Marijuana licensing laws and processes
- Principles of organization, administration, budget and personnel management
- City structure, operating procedures, policies, rules and organizational values and mission
- Records management system and practices
- State laws regarding open meetings
- Proper English language use, including, proper grammar, punctuation, spelling in both oral and written communication
- Ability to perform all duties in a safe manner
This position requires the skill and ability to:
- Interpret state statutes
- Effectively communicate with the public
- Make independent and highly critical decisions
- Complete multiple time sensitive competing tasks
- Work successfully with and provide good customer service to officials, other City employees, and representatives of outside agencies and organizations, and citizens
- Supervise staff, manage performance, and effectively resolve conflict
- Provide administrative support to Mayor and City Council
- Interpret the Colorado Revised Statutes, Secretary of State Rules and Regulations, City Charter and Municipal Code of Ordinances
In addition to the knowledge, skills and abilities listed above, this position requires the following:
- The selected candidate must reside within the corporate boundaries of the County of Pueblo, within six (6) months of first date of hire pursuant to Pueblo Municipal Code section 6-4-10 regarding residency requirement
- Bachelor’s degree or higher from an accredited college or university in business management or public administration
- At least five (5) years of progressively responsible administrative support and records management experience within a government agency
- Two (2) years of supervisory experience
- A valid driver’s license at the time of application, and a valid Colorado driver’s license within 30 days of employment
- License restrictions that may hinder your ability to drive on City business, such as an interlock, will be cause for disqualification
- During the course of employment, a valid license must be maintained, and the employee must notify the City immediately upon changes to the status of their license
Certified Municipal Clerk designation preferred.
SPECIAL CONDITIONS OF EMPLOYMENT:
The employee will be required to attend a variety of evening and weekend meetings. The candidate that is selected will be required to obtain a Certified Municipal Clerk designation within five years of hire.
All required licenses and certifications must be maintained throughout the term of employment. Failure to obtain or maintain licenses and certifications may result in demotion or termination.
Due to Federal and State Criminal Justice System access requirements, classifications that access and maintain criminal justice information may also be required, as a condition of employment, to not have been convicted of and/or have pending charges of a felony or misdemeanor crime that would deny or otherwise restrict access to criminal justice information. This requirement applies to all existing City employees as well as external candidates seeking to fill positions that meet the given criteria.
BENEFITS:
The City of Pueblo offers a very rich benefits packet! Click on the “Benefits” hyperlink at the top of this (online) job posting to view a summary of the benefits associated with this position. For a more comprehensive view on the lush benefits offered by the City, please go to www.pueblo.us/benefits.
